Policy / Procedure: Grant Applications/Scoring Criteria /
Procedure Number: 500
Date Approved by SCCHAP:7/12/2016
Date of Last Revision/Review: 7/12/2016

Purpose: The purpose of this policy is to outline the procedures to obtain program funding, sanctioned and approved by SC-CHAP. Through the coordinated efforts of the Continuum we ensure a more efficient use of the limited resources available to address homelessness.

Policy: It is the policy of the Continuum to have procedures in place to fairly and equitably evaluate member agencies capacity to meet the identified needs of homeless individuals and households and the availability and accessibility of existing housing and services.

Procedures: An Intent to Apply for new or renewal funding from either MSHDA or HUD must be submitted along with all required documentation for each project requesting funds during the current funding competition.

For all projects, a Project Application along with required documentation must then be submitted to the CoC Coordinator within the timeframe outlined in the instructions. SC-CHAP’s CoC Coordinator will conduct an initial review of all proposals to assure required documents are complete and the application is consistent with the Project Application’s minimum requirements. The CoC and HMIS Coordinators will score each project based on the projects performance outcomes. Data for outcomes scoring will be taken directly from the HMIS and project APR’s (see scoring criteria attached) Once initial review and project outcome scoring is complete, applications will be submitted to an Independent Grant Review Team (IGRT). The IGRT will review HUD priorities, application materials/information submitted and outcomes scoring and affirm rankings. The IGRT will consist of community members familiar with the homeless and interventional needs of the community. Grants are ranked based on project outcomes and fund availability. The project scoring will be outcome driven and evidence based. It should also be noted that scoring takes into consideration project population and those with risk factors hardest to serve. Any documents required as part of the competition that are submitted late, incomplete, or without required documentation, will not be considered for funding.

Criteria for Project Review:

SC-CHAP will utilize the following primary categories in our review of all complete project proposals. These scores will be based on review of written application materials, performance outcome measures and information received from the funder. Project scoring will be outcome driven and evidence based. It should also be noted that scoring takes into consideration project population and those with the highest risk factors and hardest to serve.

Criterion / Maximum Points
  1. Agency Track Record
/ 5
2. Mainstream Resources and Employment / 15
3. Housing Performance / 30
4. Financial Performance / 20
5. HMIS Performance / 20
6. CoC Participation / 10
7. Bonus Points / 15
TOTAL / 115

You must be a voting member to be eligible to apply for a grant (See Policy 102 for voting member eligibility requirements).

The CoC has also implemented a Continuous Quality Improvement process, that focuses in on key areas of system measurement; both in outputs and outcomes. The CoC recognizes that agencies serve diverse populations and some outcomes are harder to achieve than others. The purpose of this CQI program is to foster system improvements which, in turn, will improve the overall outcomes of the Continuum. The CQI program is a 3 year non-performance program. Agencies who fail to achieve targets or drop below baseline will then be re-evaluated by the Board for their contribution to the CoC and future funding opportunities through the Continuum.

Requirements for New Project Applications:

New projects will be required to submit all of the following materials at a minimum. This list may not be all inclusive. Please refer to the Letter of Intent and Project Application for an all-inclusive list:

  1. Intent to Apply
  2. One original and 10 copies of the completed RFP
  3. One set of the following attachments:
  4. Most recent organizational financial audit “opinion letter”. If this is not available please explain.
  5. If applicable, most recent organizational audit.
  6. Current HUD monitoring report or site visit report and any corrective action plan (if applicable) for your organization. Current means within the past 12 months.
  7. Agency financial policies and procedures manual.
  8. Agency minutes of the past three (3) governing Board meetings.
  9. Written proof of required match commitment.
  10. Proof of 501c3 status.

All required application documents,along with instructions, will be sent by the CoC Coordinator to the membership when the Notice of Fund Availability is announced and will be posted on the SC-CHAP and lead agency website.

The above list may not be all inclusive. Other documents may be required. All applicants must read and follow the annual Intent to Apply and the RFP for required submissions. Requirements and process may be subject change based on funder parameters. Any changes to the grant application process must be approved by the Grants, Planning and Housing Coordination Committee.

Requirements for Renewal Project Applications:

Agencies requesting renewals through the HUD and MSHDA Exhibit 1 process are required to submit the following documents at a minimum:

  1. Intent to Apply
  2. Current financial audit and “opinion letter”, and if this is not available explain the reason why.
  3. Current monitoring reports or site visit reports and any corrective action plan (if applicable) for the organization. Current means within the past 12 months.
  4. Proof of proper spend-down (including project budget).
  5. Completed RFP.

This list may not be all inclusive. Other documents may be required. All applicants must read and follow the annual Intent to Apply and the RFP for required submissions. Requirements and process may be subject change based on funder parameters. Any changes to the grant application process must be approved by the Grants, Planning and Housing Coordination Committee.
All agencies currently receiving funding through SC-CHAP are required to submit their Annual Performance Reports to the CoC Coordinator when they are submitted to HUD for review.

References:

SC-CHAP RFP

SC-CHAP Policy 102

HMIS Governance Charter

SC-CHAP Policy 405

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PROJECT RENEWAL AND PROJECT REALLOCATION SCORING - 2016

NOTE: Percentages for scoring will not be rounded

PROJECT THRESHOLD FOR NEW AND REALLOCATED PROJECTS – AGENCY CAPACITY – NO POINTS
  1. Explain how this project meets HUD criteria
  2. Give a brief background which demonstrates your capacity and experience in handling a project of this size
  3. Explain how the agency has a commitment to this project
  4. How quickly will you have your project up and running at full capacity
  5. List key staff responsible for implementing the project and their roles
  6. How many beds in your project are dedicated for the Chronically Homeless?
  7. How many beds in your project are available for Chronically Homeless through turnover?
NOTE: Use the remainder of this sheet and only one (1) additional sheet to respond to these questions
AGENCY TRACK RECORD - Applies to ALL PROJECTS – 5 Points
Scoring range and possible points
Yes = 0 No
  1. In the past three (3) years has your agency:
  2. Had any independent financial audits reflecting significant deficiencies
  3. Lost a homeless service contract due to performance
  4. Had to return money spent to the funder
  5. Received notification that your agency is not getting up and running within contract’s normal homeless program parameters (slow starter criteria)
/ ( ) Yes ( ) No 2pts
( ) Yes ( ) No 1 pt
( ) Yes ( ) No 1 pt
( ) Yes ( ) No 1 pt

Project Threshold Responses: Use this space and only one additional page to respond.

  1. MAINSTREAM RESOURCES AND EMPLOYMENT - Applies to ALL PROJECTS
Value = 15 Points Total
Reporting period: Project APR
Desired Outcome: An increase in the percent of adults who gain/increase employment or non-employment cash income
Scoring range and possible points
  1. Total Cash Income
  1. Changes in total cash income for leavers with one or more sources of cash income.
  2. Changes in total cash income for stayers with one or more sources of cash income
/ Leavers:
81% - 100%: 4 points
61% - 80%: 3 points
41% - 60%: 2 points
21% - 40%: 1 points
Below 21%: 0 points
Stayers:
50%- 100%: 2 points
20% - 49%: 1 points
Below 20%: 0 points
  1. Non-Employment Cash Income
    a. Changes in non-employment cash income for leavers.
    b. Changes in non-employment cash income for stayers.
/ Leavers:
81% - 100%: 4 points
61% - 80%: 3 points
41% - 60%: 2 points
21% - 40%: 1 points
Below 21%: 0 points
Stayers:
70% - 100%: 2 points
40% - 69%: 1 points
Below 40%: 0 points
  1. Employment
    a. Change in employment income for leavers.
    b. Changes in employment income for stayers.
/ Scale for TH, PH, RRH, SSO
Leavers:
20% - 100%:2 points
10% - 19%:1 points
Below 10%:0 points
Stayers:
10% - 100%: 1 points
Below 10%: 0 points
Scale for SH Only
Leavers:
5% - 100%:2 points
3% - 4%:1 points
Below 3%:0 points
Stayers:
2% - 100%: 1 points
Below 2%: 0 points
  1. HOUSING PERFORMANCE
Value = 30 Points
Reporting period: Project APR
PERMANENT HOUSING (PH) and RAPID REHOUSING (RRH) PROJECTS / Scoring range and possible points
  1. Retention in Permanent Housing: Percentage of participants who either remain in the PH project as of the end of the reporting period, or who have exited to another permanent housing destination.
/ 95% - 100%:25 points
90% - 94%:20 points
85% - 89%:15 points
80% - 84%:10 points
75% - 79%: 5 points
Below 75%: 0 points
  1. Occupancy Rates: Overall average occupancy rates for reporting period
/ 90% - 100%: 5 points
75% - 89%: 3 points
Below 75%:0 points
TRANSITIONAL HOUSING (TH) PROJECTS / Scoring range and possible points
  1. Exits to Permanent Housing: Percentage of participants who exit the program to a permanent housing destination.
/ 85% - 100%:25 points
80% - 84%:20 points
75% - 79%:15 points
70% - 74%: 10 points
65% - 69%: 5 points
Below 65%: 0 points
  1. Occupancy Rates: Overall average occupancy rates for reporting period
/ 90% - 100%: 5 points
75% - 89%: 3 points
Below 75%:0 points
SUPPORTIVE SERVICES ONLY (SSO) PROJECTS / Scoring range and possible points
  1. Exit to Permanent Housing: Percentage of participants who exit the program to a permanent housing destination.
/ 85% - 100%:15 points
80% - 84%:12 points
75% - 79%: 9 points
70% - 74%: 6 points
65% - 69%: 3 points
Below 65%: 0 points
  1. Exit to Positive Housing Destination:
    Includes any destination except:
    a. Emergency Shelter
    b. Jail
    c. Hotel/Motel
    d. Safe Haven
    e. Staying w/friends/family (temporary tenure)
/ 85% - 100%:15 points
80% - 84%:12 points
75% - 79%: 9 points
70% - 74%: 6 points
65% - 69%: 3 points
Below 65%: 0 points
SAFE HAVEN (SH) PROJECTS / Scoring range and possible points
  1. Exit to Permanent Housing or Care Setting: Percentage of participants who exit the program to a permanent housing destination or specialized care setting
/ 85% - 100%:25 points
80% - 84%:20 points
75% - 79%:15 points
70% - 74%: 10 points
65% - 69%: 5 points
Below 65%: 0 points
  1. Occupancy Rate
/ 90% - 100%: 5 points
75% - 89%: 3 points
Below 75%:0 points
  1. FINANCIAL PERFORMANCE
Value = 20 Points
Reporting period: Most recently completed project year
Scoring range and possible points
  1. Project Spend Down at Grant Expiration
/ 95% - 100%: 15 points
90% - 94%: 10 points
85% - 89%: 5 points
Below 85%: 0 points
  1. Housing Services (rent, utilities) to Service Details: Percentage of project budget for housing activities.
/ 90% - 100% 5 points
80% - 89% 4 points
70% - 79% 3 points
60% - 69% 2 points
50% - 59% 1 points
Below 50% 0 points
  1. HMIS PERFORMANCE
Value = 20 Points
Reporting period: Project APR
Scoring range and possible points
  1. Data Timeliness - ≤10%:
Upon entry into agency program, client data must be entered into HMIS ≤7 calendar days
Upon exit from agency program, client exit must be entered into HMIS ≤7 calendar days / Meets5 points
  1. Data Completeness ≤ 5% (HMIS/APR Data Used to Determine Compliance):
  • Null/missing values
  • Client don’t know/refused responses (Universal Data Elements)
  • Name or Client ID
  • SS (last 4 digits)
  • DOB
  • Race
  • Ethnicity
  • Gender
  • Veteran Status
  • Disabling Condition
  • Residence Prior to Program Entry
  • Destination
  • Relationship to Head of Household
  • Client Location
  • Length of Time on Street, in an ES or Safe Haven
/ 100%15 points
99%14 points
98%13 points
97%12 points
96%11 points
95%10 points
94%9 points
93%8 points
92%7 points
91%6 points
90%5 points
Below 90%0 points
  1. CoC PARTICIPATION
Value = 10 Points
Reporting period: 1/1/2015 – 12/31/2015
Scoring range and possible points
  1. Attended at least 75% of all full membership meetings based on previous calendar
/ 75% - 100%: 4 points
Below 75%:0 points
  1. Committees: Served on at least one and attended at least 75% of the meetings based on previous calendar year
/ 75% - 100%: 4 points
Below 75%:0 points
  1. Participated in the Point In Time Count Planning
/ 1 Points
  1. Participated in the Point in Time Count Outreach
/ 1 Points
  1. BONUS POINTS
Value = 15 Points
Scoring range and possible points
  1. Increased dedicated CH Beds
/ 1 Points
  1. Increased the number of non-dedicated beds for use by persons experiencing chronic homelessness
/ 1 Points
  1. Low Barrier Housing
/ 1 Points
  1. Project Reallocation to PSH or RR
/ 2
  1. Population Served. The CoC acknowledges that agencies serve diverse populations and some outcomes are harder to achieve because of the severity of service needs for those populations. Bonus points are awarded for programs that cater to those hardest to serve with the highest risk factors (no income, substance use disorder, criminal record, DVV, LGBTQ, chronic health, behavioral or mental health challenges or functional impairments requiring significant support) .
  2. Chronically Homeless
  3. Families w/Children
  4. Youth
  5. Domestic Violence Victims
  6. Veterans
/ ( )1 Point
( )1 Point
( )1 Point
( )1 Point
( )1 Point
  1. Reduction in Homelessness/Recidivism
/ 0 to 20% 5 Points
21% - 25%3 Points
26% - 30%1 point
>31%0 Points
  1. HMIS Project Scoring
Value = 115 Points
Scoring range and possible points
  1. HMIS Policies and Procedures in Place
/ 15 Points
  1. HMIS Governance Charter in Place
/ 20 Points
  1. HIC, PIT reports submitted on time to HUD
/ 15 Points
  1. Bed Coverage meets HUD standards of 86% or higher for inclusion on the HIC
/ 10 Points
  1. Data Quality meets HUD standards as evidenced by data inclusion in the AHAR
/ 20 Points
  1. Required HMIS Reporting Done: APR, AHAR, System Measures, HIC, PIT
/ 20 Points
  1. Financial Performance – Project Spend Down
/ 95% - 100%: 15 points
90% - 94%: 10 points
85% - 89%: 5 points
Below 85%: 0 points
  1. TIE BREAKERS

First Tie Breaker - All Projects EXCEPT Supportive Service Only Grants
  1. Overall Average Occupancy – Project overall average occupancy will be used

Second Tie Breaker – All Projects
  1. Exits to Permanent Housing

Third Tie Breaker – All Projects
  1. Project Spend Down – Actual percent of spend down

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